Accounts Payable Specialist

ACCOUNTS PAYABLE SPECIALIST

Position Level: Non-exempt

Reports to: Deputy Controller

Position Summary

The Accounts Payable (A/P) Specialist position is responsible for purchase order processing, payable invoicing, and disbursements of funds, all within the framework of proper internal controls. This role is critical in ensuring external and internal vendors receive payment timely and within established guidelines.

Essential Job Functions (include but are not limited to)

• Verifies accurate account codes on purchase orders and expenses, ensuring they are correctly allocated to the appropriate fund, department, and category.
• Facilitates process flow from requisition through payment.
• Works directly with other departments to monitor budgets.
• Maintains vendor compliance documentation (e.g., W-9’s, certificates of insurance, etc.) and ensures vendor master file is current.
• Submits timely reports to the appropriate departments.
• Processes vendor payments.
• Assists and resolves vendor and customer issues via telephone, in-person, and/or electronic media.
• Performs intermediate bookkeeping and accounting tasks within the framework of established procedures with a high degree of proficiency and accuracy.
• Performs complex account reconciliations.
• Files documents in a timely fashion and follows retention policy.
• Ensures all work meets or exceeds the organization’s expectations.
• Demonstrates professionalism when representing the organization in all communications with internal and external customers and vendors.
• Completes and demonstrates a full understanding of ongoing training concepts and applications.
• Emulates the organization’s values in daily interactions with internal and external customers.
• Meets organization standards on quantity and quality of work performed on an ongoing basis and performs all work-related tasks in a manner that complies with all policies and procedures.
• Adheres to the organizations' policies, procedures, and directives regarding standards of workplace behavior in completing job duties and assignments while maintaining regular and timely attendance.
• Performs other tasks, as assigned.

Education/Skills/Experience

• Associate’s degree in accounting or a closely related field, OR a minimum of three (3) years of accounts payable (A/P) experience.
• A Bachelor’s degree in Accounting, Business, or closely related field is desired.
• Fund accounting experience in a government environment is desired.
• Computer competency with intermediate knowledge of Microsoft Word and Excel (e.g., embedded formulas, pivot tables, filters, look-ups, mail merge, etc.).
• Knowledge of Tyler Munis (ERP) and Tyler Cashier accounting systems is desired.
• Experience working with automated accounting systems and proficiency in data entry and 10-key.
• Ability to utilize accounting software support technicians through consulting, as required.
• Ability to always maintain confidentiality.
• Requires a professional demeanor, an orientation towards customer service, and the ability to deal tactfully and effectively with internal and external customers in resolving problems and handling complaints.
• Strong problem-solving skills and ability to recommend corrective actions.
• Ability to exercise judgement based on established guidelines.
• Effectively sets priorities and deadlines.
• Ability to handle multiple interruptions and adjustments to priorities throughout the day.
• Excellent attention to detail, organizational skills, and adherence to deadlines.
• Strong written and verbal communication skills.
• Credible, responsive team player.
• Listens effectively when others are speaking.
• Ability to perform and retain various skill related tasks, training, and operations.

Work Schedule

This position is based on a standard workweek, Monday – Friday; however, it is occasionally required to attend meetings, conferences, and work sessions outside of normal business hours. These instances may include client meetings, public board meetings, or team collaborations that fall outside the typical schedule. Flexibility in these situations is necessary as it contributes to our commitment to our customers’ satisfaction and project success. Regular, predictable attendance is required.

Working Environment

• Primarily indoors in a controlled temperature environment.
• This position will be working with office equipment such as computers, printers, scanners, telephones, etc.
• Ability to work at a consistent pace.
• Ability to work in a team environment and communicate in a professional manner.
• Sustains housekeeping standards in accordance with appearance guidelines.
• Required to go to other sites where the environmental conditions may vary.

Physical Requirements

While performing the duties of this job, the employee is regularly required to:

• Stand or sit for extended periods of time.
• Reach, stoop, and kneel (e.g., to work with computer equipment).
• Communicate in person, electronically, and by telephone as needed.
• Possess the ability to push, pull, lift, and carry up to fifty (50) lbs.

Training to be Completed

• Comprehensive understanding of the vision, goals, and objectives of the organization.
• All relevant business system software.
• Continuing education required to maintain knowledge of systems and programs.
• All applicable compliance training.

Direct Reports

This position does not have direct reports.

Certificates/Licenses

• Valid driver’s license and ability to be covered by City insurance.
• Ability to be bonded.
• Must pass credit and criminal record check.

Job Type: Full-time

Pay: From $42,546.00 per year

Benefits:

• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Education:

• Bachelor's (Preferred)

Experience:

• Accounts payable: 3 years (Required)

Ability to Commute:

• West Lafayette, IN 47906 (Required)

Work Location: In person

Salary : $42,546